Single Gift Entry

Single Gift Entry allows you to enter gifts individually. You can enter a one-time or recurring donation. With a one-time gift entry, you can process a gift once, while a recurring gift entry allows you to process a donation as an ongoing contribution to your organization.

Whenever a donor makes a gift, two types of transactions can be created depending on what type of Gift Entry: Gift Transactions and Gift Commitments.

Gift Transactions are created automatically whenever a gift entry or batch gift entry is processed. These transactions are used to document one-time gifts and provide a record of the donor's giving history.

On the other hand, Gift Commitments are used to document recurring donations. When a donor signs up for a recurring gift, a Gift Commitment is created to document their commitment to give regularly.

Gift Entry Process

You can process gift entries through the Manage Gift Entries, Account, and Gift Batch.

Account

You can process a Gift Entry in the Account if the donor has already an account. Please note that you can put the New Entry button wherever you want in the Account object.

Open

When the New Entry button is pressed, the New Entry Information form will appear with pre-populated data, and the rest will require manual input.

Open

Gift Entries Object

In the Gift Entries, you can see two buttons: New Gift Entry and New Entry, either of the two you can use.

When New Entry is clicked the Gift Entry Information will display. Unlike the Gift Entry Information in the Account, the information here is not pre-populate.

Gift Entry Information Details

The Gift Entry Information form has the same layout wherever you process a Gift Entry. You need to input the required information afterward you can proceed to the next window which is the Payment Form. Please note that Credit Card, BECS Debit, and Checks require Payment Information.

Set Gift Information section

• In the Donor, you can search here for a person account, a household account or an organizational account that wants to donate. If you cannot search the donor’s name, it means the donor has no account and you have to make one.

• In the Gift Received Date field, select the date when the gift is received. You can set it on current date or future dates.

• In the Gift Type, it is a pre-populated field once an account has been set in the Donor. It could be an Individual Gift type or Organisational.

  • Individual if the donor is a person account.

  • Organisational if the donor is an Organisation.

• Select Donation Type:
  For recurring donations select Recurring
  For one-time donations select One-off.

When Recurring is selected as the Donation Type, the Start Date, Transaction Period, Transaction Interval, Transaction Day and End Date fields will display.

• Recurring donation type required details,

  • For the Start Date, set the date when the donor wants to start the recurring donation.

  • For the Transaction Period, set the duration of each payment cycle. Example: Yearly, Monthly.

  • For the Transaction Day, set what day of the month the recurring donation will be processed.

  • For the End Date, set the date when the recurring donation will be ended. If it is an open recurring donation then skip the field.

• For the Gift Amount, input the amount you would like to donate.

• In the Gateway Account field, it is pre-populated with your default Gateway Account that you set in the PosiPay Settings or you can select Gateway Account that you have.

• For the Payment Method, you can choose which way the donor would like to pay.

• If the Payment Method is Direct Debit, you can select the receiving bank account by searching the preferred Bank Account. If none is selected, there is a default bank account based on the PosiPay Settings custom setting's Default Bank Account.

   

• For the Outreach Source Code, the Outreach Source Code field is auto-populated based on the Campaign’s Default Source Code ONLY if the Campaign record is a Fundraising Campaign.
  
  

  • When searching an Outreach Source Code record in the Outreach Source Code field, only the Outreach Source Code records linked to the Campaign record will be searchable. Otherwise, ALL Outreach Source Code records will be searchable.

  • Once an Outreach Source Code record is selected, the Receipt Template field on the Set Receipt Information section is populated based on the Default Receipt Template field value of the selected Outreach Source Code record.

Add or Edit Donor Details Section

Under the Add or Edit Donor Details section, these fields are auto-populated once an Account is entered in the Donor field. If some of the information is missing, please fill it out otherwise it will not proceed to the next process.

Designation Information

In this section, the designation is auto-populated once the outreach sourcode is set. You can edit the percentage. You can also delete, change the designation, or add more.

Soft Credit Information Section

In this section, you can credit the donation to credit to someone.

Set Acknowledgement Information

In this section, donors have the opportunity to indicate their preferred method for receiving the receipt for their donation. Whether they prefer an electronic receipt via email, a physical copy mailed to their address, or another option, this allows them to choose the most convenient way to confirm their generous contribution.

In the Acknowledgment Channel, the donor can choose to receive notifications either via email or traditional mail. These options will be available if the donor account includes an email address or a complete mailing address. Please note that there may be a default setting based on the Acknowledgment Channel preference in the donor's account.

In the Acknowledgement Template, you can select the proper template for the receipt by searching the templates that you created or available.

Payment Information

Once you have completed filling in the required Gift Entry Information, the Payment Information window will only be displayed if you have chosen to make a payment using a Credit Card, BECS Debit, or Check.

Credit Card

BECS Debit

Check (Cheque)

After entering the payment details, click the Save Payment Details button. This will create a Gift Entry record for both one-time and recurring donations.

For Cash and Check (Cheque), a Gift Entry record will be recorded with the Gift Transaction linked to where the Status is Paid.

At this moment, donations with the payment method of Credit Card and Direct Debit have not been processed yet; creating a Gift Entry only tokenises the payment details of the donor.

Gift Entry for recurring donations has Gift Commitment linked to it.

For recurring donations, a Gift Commitment will be established, and Gift Transactions will be recorded. Additionally, there will be records for upcoming Gift Transactions for the next payment.

A Gift Transaction is also created for the recent payment of the recurring donation, and another Gift Transaction will be created for the next payment. The Status of the Gift Transaction is Unpaid since it has not been processed the donation yet, it has just created a record.

Gift Entry record for one-off donation has Gift Transactions linked to it.

Gift Transactions will be created for one-time donations with the following details:

Status = Unpaid

Payment Ready = TRUE (ticked, if the Transaction Due Date is current or less date is less than 1 than the current date.)

To process the donation payment successfully, the Scheduled Donation Batch should be run found in the PosiGive Settings, and if you like to have a schedule where it runs by itself every day you manually create/set Schedule Batch Donation flow in your org. See Schedule Donation Batch Process.

Once the Schedule Donation Batch runs successfully , the Gift Transaction Status is updated to Paid, the Exclude from Payment Processing is TRUE and Other fields are populated based on the parsed payload.

Gateway Transaction and Gateway Invoice will be created linked to the Gift Transaction record.

Gateway Transaction

Gateway Invoice